Importing Linked Records

About

By linking records in Insightly, you can view of each record's connections to other records. Users can update records and the records they are linked to in a single import. For a simplified version of this process, consider using AppConnect.

In this Article

• Importing Linked Records Overview
• Requirements
• Linked Records Import Examples
  • Linked Contacts and Organizations
  • Linked Contacts and Opportunities
  • Linked Contacts and Custom Objects

Importing Linked Records Overview

When you have records linked, it's important to keep both records up-to-date and consistent. For example, if you wanted to import a list of organizations, you would also want to update the contacts linked to them. Both objects can be updated simultaneously by creating a single CSV file with each of the object's required fields and importing that file into one of those objects.

The following objects can be used in this process:

• Tasks
• Contacts
• Organizations
• Leads
• Opportunities
• Projects
• Prospects
• Custom Objects

Requirements

The following fields are required for the import to be successful. You will need to include both sets of object fields in one file. Create a column in your csv file for each required field. 

Linked Records Import Examples

The following examples are commonly used by Insightly users.

Linked Contacts and Organizations

1. Export your contact records and your organization records.
2. Create a new CSV file.
3. Create the following columns:
   1. Contact Record ID
   2. Contact First Name
   3. Contact Email Address
   4. Organization Record ID
   5. Organization Name
   6. Organization Email Address
   7. Any other fields needed in this import
4. Copy the data from your contact and organization record imports. Paste the data into the columns in the CSV file created in step 2.
5. Save your CSV file. Make sure the file is saved with .csv at the end.
6. Return to your Insightly account and navigate to the Contacts object.
7. Click the Import Contacts link in the sidebar. If the sidebar is not displayed, click the Show Sidebar icon.
8. Click Select File and select the CSV file. 
9. Click Next.
10. Choose an import action.
    1. Add New Records - Add new records and skip records that Insightly recognizes as duplicates.
    2. Update Existing Records - Update records that match the Record ID field in your file. Skip all other records.
    3. Add New Records and Update Existing Records - Update records that match the Record ID field in your file, skip duplicates, and add all other records.
11. Do not uncheck the Skip the first row when importing checkbox. Your file should include a header row.
12. Click the Trigger Workflow Automations checkbox if you want to trigger workflow automation actions that are applicable to the records you are importing.
13. Click the Send Notifications checkbox, which allows users to choose whether these record change notifications will be sent or not. By default, record change notifications will not be sent.
14. Click Next.
15. Select or verify the Insightly Field for each column in your file.
16. Click Start This Import.

Linked Contacts and Opportunities

1. Export your contact records and your organization records.
2. Create a new CSV file.
3. Create the following columns:
   1. Contact Record ID
   2. Contact First Name
   3. Contact Email Address
   4. Opportunity Record ID
   5. Opportunity Name
   6. Any other fields needed in this import
4. Copy the data from your contact and organization record imports. Paste the data into the columns in the CSV file created in step 2.
5. Save your CSV file. Make sure the file is saved with .csv at the end.
6. Return to your Insightly account and navigate to the Contacts object.
7. Click the Import Contacts link in the sidebar. If the sidebar is not displayed, click the Show Sidebar icon.
8. Click Select File and select the CSV file. 
9. Click Next.
10. Choose an import action.
    1. Add New Records - Add new records and skip records that Insightly recognizes as duplicates.
    2. Update Existing Records - Update records that match the Record ID field in your file. Skip all other records.
    3. Add New Records and Update Existing Records - Update records that match the Record ID field in your file, skip duplicates, and add all other records.
11. Do not uncheck the Skip the first row when importing checkbox. Your file should include a header row.
12. Click the Trigger Workflow Automations checkbox if you want to trigger workflow automation actions that are applicable to the records you are importing.
13. Click the Send Notifications checkbox, which allows users to choose whether these record change notifications will be sent or not. By default, record change notifications will not be sent.
14. Click Next.
15. Select or verify the Insightly Field for each column in your file.
16. Click Start This Import.

Linked Contacts and Custom Objects

1. Export your contact records and your organization records.
2. Create a new CSV file.
3. Create the following columns:
   1. Contact Record ID
   2. Contact First Name
   3. Contact Email Address
   4. Custom Object Record ID
   5. Custom Object Name
   6. Any other fields needed in this import
4. Copy the data from your contact and organization record imports. Paste the data into the columns in the CSV file created in step 2.
5. Save your CSV file. Make sure the file is saved with .csv at the end.
6. Return to your Insightly account and navigate to the Contacts object.
7. Click the Import Contacts link in the sidebar. If the sidebar is not displayed, click the Show Sidebar icon.
8. Click Select File and select the CSV file. 
9. Click Next.
10. Choose an import action.
    1. Add New Records - Add new records and skip records that Insightly recognizes as duplicates.
    2. Update Existing Records - Update records that match the Record ID field in your file. Skip all other records.
    3. Add New Records and Update Existing Records - Update records that match the Record ID field in your file, skip duplicates, and add all other records.
11. Do not uncheck the Skip the first row when importing checkbox. Your file should include a header row.
12. Click the Trigger Workflow Automations checkbox if you want to trigger workflow automation actions that are applicable to the records you are importing.
13. Click the Send Notifications checkbox, which allows users to choose whether these record change notifications will be sent or not. By default, record change notifications will not be sent.
14. Click Next.
15. Select or verify the Insightly Field for each column in your file.
16. Click Start This Import.